Vaga Servisu - EU: Financial Secretary to Finance, Contracts and Audit

JOB PROFILE

JOB FRAMEWORK:

Job Title: Financial Secretary to Finance, Contracts & Audit Section

Job location: Dili, Timor-Leste

Area of Activity: Finance, Contracts & Audit Section
Category: DAL
Situation:

JOB CONTENT

Overall purpose :

To undertake a range of activities in the context of this job profile

Functions and Duties :

Daily secretarial duties :

• Checking and sorting incoming correspondence and attributing it to the appropriate staff member

• Using Delores for incoming/outgoing mails

• Receiving incoming phone calls, making outgoing phone 
calls and recording messages where appropriate

• Drafting standard correspondence

• Sending faxes and emails and scanning documents

• Filing all section related documents and archiving

• Typing letters and other documents

• Organizing meetings and missions

• Updating a range of control sheets for management 
information purposes 


Procedures :

• Understanding and applying EU internal procedures and standing instructions

• Preparing files for internal use and for Headquarters (under guidance of the Head of the FCA Section)

• Registering and consulting in the CRIS system in particular for invoices or requests for payment, encoding and up loading documents in CRIS

• Registering and following-up in ABAC system validation off new LE (legal entity) and BA (bank account) forms 


Filing :

• Working directly with the Head of Finance, Contracts and Audit to ensure that proper filing and archiving is respected in line with official standing instructions

• Maintaining and upgrading/improving the current filing system (electronic and hard copies) in collaboration with DMO

• Reorganizing the current filing system where necessary

• Reception : 
In the absence of the receptionist, on a rotational basis with the other Secretaries, covering the Delegation’ s reception.

Position : All duties are executed under the guidance, supervision and responsibility of the Head of the Finance, Contracts & Audit Section or substitute.

JOB REQUIREMENTS
EDUCATION AND TRAINING

Secondary education, Secretarial College and/or College is an advantage

EXPERIENCE

• Secretarial or financial experience is an advantage

KNOWLEDGE

• Specialist knowledge (know what) 
Knowledge of EU procedures is an advantage

• Technical knowledge (know how) Computer literacy 
SKILLS
Linguistic skills
English, Tetum and Portuguese; 
other EU language is an advantage 
Communication skills 
Ability to liaise with counterparts in particular Government officials and Contractors 
Interpersonal skills

• Approach daily work to ensure that confidentiality in relation to all official transactions is respected and maintain discretion in relation to professional tasks and activities

• Spirit of initiative Intellectual skills 
Management skills 
Not required 
PERSONAL QUALITIES

• Willingness to learn and be open in relation to new challenges

• Capacity to integrate in a multicultural environment and work in a team

• Flexibility

• Capacity to deal with a significant workload, respect 
deadlines and manage stress


ADDITIONAL INFORMATION
Name of the Job holder
Category and grade (of the present Job holder) DAL III
N° of the post 35547